how to create a form in Asana: Easiest 6-Steps Guide

Creating a form in Asana is easy. To create a form in Asana, go to the relevant project, select customize>forms>add forms, then add or edit fields as needed. Then click on “save.”

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What are Asana forms?

Asana forms collect information from users, such as team members or external collaborators. After that, the platform automatically turns those submissions into tasks for your Asana project.

Instead of manually entering new tasks into a project, you simply have to create a form in Asana. After that, when someone fills out a form, it’ll automatically turn into a task in the parent project.

You can simply use their drag-and-drop feature to include customizable fields, including text boxes, dropdowns, date pickers, and file uploads in your form.

After someone fills out a form, their responses automatically become a task, making it easy to track and manage everything in one place.

These forms help get information about project requests, feedback, bug reports, or event registrations.

Summary on How to make a Form in Asana

Go to your project and select Customize > Forms > Add Form to create a new form.
Add fields like Single Line Text, Dropdown, Date Picker, and File Upload to collect information.
Customize the fields and their options to suit your needs (e.g., task details, feedback).
Under Settings, assign default team members and copy answers to the task description.
Share the form link with users to collect responses directly into tasks.
Review form submissions, which automatically create tasks for easy management and tracking.

Below is a detailed step-by-step guide on how to create a form in Asana.

Step 1: Configure Your Project.

If you plan to create a form in Asana, first, you will need a project where forms appear as tasks. This project should match what you would want submissions to be about. For example, if you’re designing a form to take IT support tickets, ensure the project is dedicated to IT requests.

Step 2: Create the Form

Use the Form Builder:

In your project, click the “Customize” button in the top right corner and choose “Forms” from the menu. Then, click the “+ New Form” button to build your form.

Add fields:

To add fields in the Asana form builder, you can easily drag and drop fields into your form. You can choose from the following field types:

Single Line Text: For single-line answers, such as a name or title.
- Example: “Full Name” – Collecting the name of the person filling out the form.
Paragraph Text: For longer descriptions or explanations.
- Example: “Project Description” – Gathering detailed information or explanations about a project.
Dropdown: To give users the possibility to select a set of choices.
- Example: “Priority Level” – Users can choose from “Low”, “Medium”, or “High” to indicate the priority of a task.
Single Select: Allows users to choose only one option from a set of predefined options.
- Example: “Task Status” – Users select the current status of a task, such as “Not Started”, “In Progress”, or “Completed”.
Multiple Select: Similar to the dropdown, users can select multiple options.
- Example: “Skills Needed” – Users can select multiple skills such as “Design”, “Development”, “Marketing”, or “Research” that are required for a project.
Date Picker: Pick dates, such as due dates or scheduling preferences.
- Example: “Due Date” – Users can pick a date to indicate the deadline for a task.
File Upload: This allows users to upload documents or images.
- Example: “Upload Design Files” – Users can upload files related to their task or project, such as design documents or images.

Make Field Labels and Descriptions specific:

Be specific about field labels and descriptions. The more transparent your fields are, the more readily a submitter can input the necessary information. Give respondents guidance via assistance words or examples.

Configure Conditional Logic (Optional): If you want to deliver a fluid experience for form visitors, apply the conditional logic component. This allows you to reveal and hide fields based on a previous response from a respondent.

For example, if the user clicks on “Bug Report” as a reply, then the form may ask for further information about the bug type or severity.

Step 3: Configure Submission Settings

To add additional questions in Asana forms, follow these steps:

Click the Settings Tab: On the right sidebar, click the Settings tab.
- Adjust Task Settings: Under this tab, you can adjust task settings, such as Selecting a default team member. Choose a default person to be assigned to each form submission.
- Copying answers to the task description: You can opt to automatically copy all form responses into the task description for easy reference.
- Form Settings: Below Form Settings, you can include a button that enables users to easily submit another form. This is useful if you want multiple submissions from the same person or team.
Copying answers to the task description: You can opt to automatically copy all form responses into the task description for easy reference.
- Form Settings: Below Form Settings, you can include a button that enables users to easily submit another form. This is useful if you want multiple submissions from the same person or team.

Default Task Assignee: Select the default assignee for forms-generated tasks. You can either assign it to a project owner or leave it open until someone on the team receives it.

Rules engine Configuration: The Asana Rules engine can be configured to perform actions based on form submissions. You might, for instance, mark tasks automatically with the label of which task it is, delegate them to the appropriate user, or assign due dates based on the information contained in the form.

Personalize Notifications: Choose who will receive notifications when a form is submitted. You can send this notification to project members or create a workflow that notifies specific people based on what the submission is about (e.g. departments for various request types).

Step 4: Share Your Form

Once you’ve developed your form, send it out. Share the form link directly with external stakeholders, clients or employees. Here’s how to do it:

Obtain the Form Link: When you create your form, Asana generates a unique link that you can send out. You can email, embed this link in a site, or share it through chat systems.

Embed the Form: If you would like the form to be embedded on your organization’s intranet or website, Asana enables you to embed forms directly. This makes it easy for users to submit the form.

Reminder: Every form submission will show up as a tasks in the project of choice. These are completely automated, so you can monitor them and deal with submissions as they arrive.

Step 5: Review and Optimize

As with any tool, the only way to keep improving your forms is to constantly review them. Consider these:

Track Data Quality: Be sure that your form questions are asking the right questions. When answers are too vague, try to modify the questions or provide clearer prompts.

Modify Fields: As your processes change, so should your forms. Check your forms regularly for any changes to current business requirements and processes.

Analytics: If you’re getting a lot of responses, take advantage of Asana’s reporting tools to see how people are submitting forms. This can speed up your processes or uncover bottlenecks before they arise.

Use Cases for Asana Forms:

Task Collection from External Stakeholders: Use Asana forms to gather task details from clients, team members, or external collaborators without giving them full access to your project. For example, submitting project briefs, feedback, or feature requests.
Onboarding New Employees: You can automate the onboarding process by simply having new hires fill out forms. Tell them to submit necessary documents, preferences, and personal details, which then automatically create tasks in your project section.
Customer Feedback and Surveys: You can use forms to collect feedback from customers or users about your product or service.
Bug Reporting: Use a form to collect detailed bug reports, including issue descriptions, severity, and screenshots, which then create tasks for your dev team to resolve.
Event Registration: Use forms to collect details from event attendees (e.g., name, contact info, preferences), Which will automatically add them as tasks for your event management team.

Why Use Asana Forms?

Streamlined Data Collection: Forms simplify the process of gathering specific information and directly convert it into actionable tasks in Asana.
Customization: You can tailor forms with different question types (text, dropdowns, file uploads), making them adaptable to various business needs.
Automation: Form submissions automatically create tasks, saving time and reducing manual data entry.
Collaboration: Team members can easily view and manage tasks created through forms, ensuring efficient collaboration.
Transparency: Forms keep project workflows organized and transparent by having all necessary information collected in one place.

Cons of Asana Forms:

Limited Formatting Options: Asana forms are relatively simple and lack advanced customization, such as rich text or conditional logic in questions.
Limited Field Types: While Asana forms cover basic needs, they lack more advanced field types that some users might expect, like ratings or advanced multi-step forms.
No Email Notifications for Submissions: While Asana creates tasks from forms, it doesn’t automatically send notifications to form submitters, which is a downside if you need to keep them informed.
Dependence on Asana: To have access to the form, users first have to get access to Asana or access the task in Asana, where the form is hosted. This is not ideal for external users.
No file storage: While Asana forms allow users to upload files, Asana doesn’t provide full file storage capabilities. Uploaded files are only attached to the specific task created from the form submission, and these files are limited by Asana’s task attachment storage restrictions.

Overall, Asana form builder is a great tool for streamlining task creation and workflows. However, it’s not ideal for users who need to create highly complex or customizable forms. You can look for online form builders if you need more customization options in your form builder.

How to create a form in Asana: A Quick step by step Guide